Zoom Communication Services Privacy Policy
Effective Date: 07/01/2026
The City of Winston, Oregon is committed to protecting your privacy and ensuring transparency in how we collect, use, and manage personal data. This Privacy Policy governs our use of Zoom Video Communications, Inc. (“Zoom”) platforms for public and administrative services, including Zoom Phone (VoIP), text messaging (SMS/MMS), and virtual public meetings.
1. Information We Collect
When you interact with the City of Winston through Zoom services, we may collect the following personal data:
a. Contact Details: Your name, email address, physical address, and telephone number.
b. Communications Traffic Data: Phone records, time and date stamps, duration of call or text, and routing data.
c. Content Data: Text messages (SMS/MMS), voicemail messages, and interactive chat histories.
d. Audio/Visual Records: Video and audio recordings of public City Council or Planning Commission meetings, workshops, or hearings, including your voice, image, and comments if you provide public testimony.
2. Public Records and Oregon Public Meetings Law
As a government entity in the State of Oregon, the City of Winston is subject to the Oregon Public Records Law and the Oregon Public Meetings Law.
a. Public Information: Any information, testimony, chat logs, or comments you submit during a public City meeting broadcast or hosted via Zoom may become part of the public record and may be disclosed to third parties upon request. This does not apply to SMS opt-in or consent data, which is treated under Section 4(b) and is not disclosed to third parties.
b. Meeting Recordings: Virtual City meetings are frequently recorded for transparency, minute-taking, and public access. By participating in these public forums, you consent to the collection and retention of your digital image and voice recording.
3. How We Use Your Data
The City of Winston uses data collected via Zoom exclusively to:
a. Facilitate official municipal communications, citizen inquiries, and customer service.
b. Send utility billing reminders, meeting notifications, and civic updates via text (SMS) to opted-in users.
c. Record public testimony and maintain official administrative logs.
d. Conduct official City business, internal operations, and Municipal Court communications.
4. Data Sharing and Third-Party Disclosures
a. Service Providers: Your data is shared with Zoom strictly to provide, maintain, and secure our communication channels. Zoom processes this data in compliance with its standard security frameworks.
b. Carrier Compliance (SMS): No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties. Mobile phone numbers and SMS consent records collected for text messaging are excluded from all data sharing described elsewhere in this policy, including sharing with service providers.
c. Legal Obligations: We may disclose your information to law enforcement or legal entities if required by a valid subpoena, court order, or the Oregon Public Records Law. This does not apply to SMS opt-in or consent data, which is not disclosed to third parties.
5. Consent, Opt-In, and Opt-Out (SMS)
a. Opt-In: By providing your mobile phone number on a City of Winston website form or utility registration, you explicitly consent to receive text communications from the City. Consent to receive SMS messages is not a condition of any purchase or of any City service.
b. Message Frequency and Rates: Message frequency varies based on your account activity and City communications. Message and data rates may apply.
c. Help: For assistance, reply HELP to any text message received from the City, or contact City Hall directly.
d. Opt-Out: You may revoke text communication consent at any time. To stop receiving SMS messages from the City of Winston, reply STOP to any text received. Alternatively, you may contact City Hall directly to request removal.
6. Security and Retention
The City of Winston maintains administrative and technical safeguards to protect information routed through Zoom networks. Data retention schedules comply with State of Oregon archivist mandates for municipal records.
7. Contact Information
If you have any questions, concerns, or requests regarding this Privacy Policy or your data, please contact the City Manager’s Office or City Hall administration:
City of Winston
201 NW Douglas Blvd., Winston, OR 97496
Phone: 541-679-6739